Top 10 Reasons to Invest in Web Document Management Software
Marci L. Crane
March 11, 2009
Web document management solutions can connect business for the better. Processes--and not just paper-based ones--can be 10 times simpler, 10 times smoother and 10 times less frustrating with a satisfactory web document management solution. Check out 10 reasons why your business is extremely likely to benefit from a web document management solution.
#10: Wed Document Management is Faster
Speed, when accurate, is directly proportional to productivity in many corporate environments and web document management doesn't just speed things up for administrative assistants. For all types of departments from H.R. to operations or from engineering to quality, web document management speeds document creation, revision, transfer, archival and document-based reporting tasks.
#9: Web Document Management is Connected
One of the boons of web document management is its ability to connect all departments together in one united virtual unit. Now colleagues can collaborate, revise, and view document related information in a virtual workspace that allows everybody (i.e., everybody who's been approved) to know the whos, where, whats and whys of document control.
#8: Web Document Management is Web-Based
Okay. Okay. So it's obvious that a web document management solution is obviously going to be web-based, but some business establishments surprisingly opt for a non-web version of the system and it's a big mistake! Who wouldn't want to be able to access information from virtually any location in the world?
#7: Web Document Management Contributes to Compliance
If you're a member of the medical profession, an attorney, a real estate agent, a quality manager or a regulatory representative you know the importance of keeping documents current with industry-specific regulations. Regulations often make it necessary to revise documentation on a regular basis. This often means that documentation (e.g., SOPs, quality manuals, etc.) have to be revised and subsequently organized for training purposes.
#6: Web Document Management Connects to Learning Management Solutions
Well. I'll be the first to admit that it isn't every web document management system that connects to a learning management solution but some do and they are certainly worth investigating especially if your company participates in a significant amount of training activities. Look for a web document management solution that will automatically launch training tasks (to your email client) when specific documents are modified.
#5: Web Document Management Reduces Bottlenecks
This benefit has already been addressed in part but it really can't be reiterated too much. Paper-based processes result in bottlenecks: collaboration bottlenecks, revision bottlenecks, routing bottlenecks, version-control bottlenecks, tracking bottlenecks, auditing bottlenecks, reporting bottlenecks, training bottlenecks, etc. It's easy to see and to clearly envision that a solid web document management solution--in conjunction with a learning management solution--can easily save MOUNTAINS of time by clearing sound pathways where multiple bottlenecks once existed.
#4: Web Document Management Streamlines Audit Processes
One of the most important aspects of a web document management solution is that it makes both internal and 3rd-party audits manageable in a very small fraction of the time it would take to audit a paper-based system.
#3: Web Document Management Streamlines Reporting
Some web document management solutions will do more than streamline the control and management of your documentation. They will also streamline the control and management of your document related reports. Search for a solution that offers both pre-configured and customizable report options.
#2: Web Document Management is Centralized
The concept of documentation centralization is another obvious benefit of a good web document management solution, but let's not forget that centralized web document management means documentation that is easy to search, easy to find and easy to control.
#1: Web Document Management Contributes to Business Processes
Web document management doesn't stop at compliance requirements. It's job first and foremost is to improve your business processes and contribute to your bottom line. Many companies can reach the anticipated surfeit level (i.e., ROI) and subsequent returns in as short a time as six months to a year.
What is your company's plan for ROI producing technology this year?
Marci Crane is a marketing communication specialist at MasterControl in Salt Lake City, Utah. For more information in regard to web document management solutions that provide all of the benefits mentioned in this article, please feel free to contact a MasterControl representative.
#10: Wed Document Management is Faster
Speed, when accurate, is directly proportional to productivity in many corporate environments and web document management doesn't just speed things up for administrative assistants. For all types of departments from H.R. to operations or from engineering to quality, web document management speeds document creation, revision, transfer, archival and document-based reporting tasks.
#9: Web Document Management is Connected
One of the boons of web document management is its ability to connect all departments together in one united virtual unit. Now colleagues can collaborate, revise, and view document related information in a virtual workspace that allows everybody (i.e., everybody who's been approved) to know the whos, where, whats and whys of document control.
#8: Web Document Management is Web-Based
Okay. Okay. So it's obvious that a web document management solution is obviously going to be web-based, but some business establishments surprisingly opt for a non-web version of the system and it's a big mistake! Who wouldn't want to be able to access information from virtually any location in the world?
#7: Web Document Management Contributes to Compliance
If you're a member of the medical profession, an attorney, a real estate agent, a quality manager or a regulatory representative you know the importance of keeping documents current with industry-specific regulations. Regulations often make it necessary to revise documentation on a regular basis. This often means that documentation (e.g., SOPs, quality manuals, etc.) have to be revised and subsequently organized for training purposes.
#6: Web Document Management Connects to Learning Management Solutions
Well. I'll be the first to admit that it isn't every web document management system that connects to a learning management solution but some do and they are certainly worth investigating especially if your company participates in a significant amount of training activities. Look for a web document management solution that will automatically launch training tasks (to your email client) when specific documents are modified.
#5: Web Document Management Reduces Bottlenecks
This benefit has already been addressed in part but it really can't be reiterated too much. Paper-based processes result in bottlenecks: collaboration bottlenecks, revision bottlenecks, routing bottlenecks, version-control bottlenecks, tracking bottlenecks, auditing bottlenecks, reporting bottlenecks, training bottlenecks, etc. It's easy to see and to clearly envision that a solid web document management solution--in conjunction with a learning management solution--can easily save MOUNTAINS of time by clearing sound pathways where multiple bottlenecks once existed.
#4: Web Document Management Streamlines Audit Processes
One of the most important aspects of a web document management solution is that it makes both internal and 3rd-party audits manageable in a very small fraction of the time it would take to audit a paper-based system.
#3: Web Document Management Streamlines Reporting
Some web document management solutions will do more than streamline the control and management of your documentation. They will also streamline the control and management of your document related reports. Search for a solution that offers both pre-configured and customizable report options.
#2: Web Document Management is Centralized
The concept of documentation centralization is another obvious benefit of a good web document management solution, but let's not forget that centralized web document management means documentation that is easy to search, easy to find and easy to control.
#1: Web Document Management Contributes to Business Processes
Web document management doesn't stop at compliance requirements. It's job first and foremost is to improve your business processes and contribute to your bottom line. Many companies can reach the anticipated surfeit level (i.e., ROI) and subsequent returns in as short a time as six months to a year.
What is your company's plan for ROI producing technology this year?
Marci Crane is a marketing communication specialist at MasterControl in Salt Lake City, Utah. For more information in regard to web document management solutions that provide all of the benefits mentioned in this article, please feel free to contact a MasterControl representative.